It’s good to know you’re contributing to such a meaningful cause, Eve. Allow me to assist you in recording these sales and donations accurately on your QuickBooks Desktop.
Instead of creating an invoice for all sales, creating a sales receipt is the best approach to record this transaction since you received the payments in real time at the event.
Given that you've already created an invoice and deposited the cash, I suggest making a deposit that affects Accounts Receivable and applying it as a payment to the invoice. This process will effectively close out the invoice and accurately reflect that you received payment at the time of sale.
For detailed steps, here's how:
Step 1: Create a Deposit affecting Accounts Receivable
- Go to Banking in the main menu and select Make Deposits.
- Select the payments received (cash and credit card).
- In the "Received From" column, select the customer name used on the invoice.
- In the "Account" column, select "Accounts Receivable".
- Complete the deposit.
Step 2: Apply the deposit as a payment to the invoice
- Go to Customers and choose Receive Payments.
- Select the customer name and click the invoice.
- Hit on Discount and Credits to apply the deposit you created.
- Save the transaction.
For recording all expenses related to supplying goods and labor, creating a check is indeed the correct approach. This will help you maintain accurate financial records.
Furthermore, I've included these helpful resources you can visit for future help on understanding basic reports and customizing them in QuickBooks Desktop:
This thread is always open if you have other matters to discuss. If you require further assistance or have questions about recording sales and payments in the QBDT, reply below or create another post. I will make sure to prioritize your concerns.
